Rantakivi_Anna ja Hiltunen_Nicole.pdf

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Planning, Producing and Managing a Charity Sports Event Jumppaa Hyvän Asian Puolesta in Porvoo, Finland Hiltunen Nicole, Rantakivi Anna TOBBA 12
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Author or authors Hiltunen Nicole Rantakivi Anna Group or year of entry 2014 Title of report Planning, Producing and Managing a Charity Sports Event Jumppaa Hyvän Asian Puolesta in Porvoo, Finland Number of pages and appendices Teacher/s or supervisor/s Monika Birkle Abstract This thesis is a written report on how to plan, produce and manage a charity sports event. This event was commissioned by the City of Porvoo Sports department and also in cooperation with Charity Organization Rotary Club located in Porvoo, Finland. For the past twenty years, the city of Porvoo has provided the citizens free outdoors aerobic classes during the Summer. The event managers contacted the city of Porvoo to inquire about the possibility of combining their annual public park aerobics together with the event manager’s ideas. The events manager’s ideas consisted of creating a charity sports event, by combining Porvoo’s last park aerobics of the season with the charity to raise funds for the New Children’s Hospital. The events end goal was to bring the city of Porvoo together to spread awareness re- garding healthy lifestyle, and to also raise money for the New Children’s Hospital. Jumppaa Hyvän Asian Puolesta - event took place on August 21st 2014. The goals were met and exceeded in the eyes of the stakeholders and of course the event managers. The event managed to raise over 2000 euros to go towards the New Children’s Hospital foundation. It also successfully managed to create a fun and wel - coming experience for the 400+ guests who attended. This report starts with an introduction of the project background explaining the aims and objectives for this event. Following the project background is the theoretical framework which consists of the stages of the event management and planning pro- cess. In the reports next section the event managers explain how they implemented event planning, producing and managing in practice during Jumppaa Hyvän Asian Puolesta. Ending this report will sum up and analysis the results of the event success and of course failures. Key words Charity Events, Sport Events, Events Management, Event planning
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Table of contents 1 Introduction .......................................................................................................................... 1 2 Event planning and management ...................................................................................... 4 2.1 Sports events & Charity events ................................................................................. 4 2.2 Event management ..................................................................................................... 7 2.2.1 Event aims and objective ............................................................................... 7 2.6 Budgeting .................................................................................................................... 12 2.7 Marketing .................................................................................................................... 13 2.8 Volunteering ............................................................................................................... 14 2.9 Recruiting volunteers ................................................................................................ 14 2.10 Event design ............................................................................................................... 15 2.11 Risk management ...................................................................................................... 16 2.12 Event evaluation ........................................................................................................ 18 3 Planning process ................................................................................................................. 19 3.1 Tools and methods implemented ........................................................................... 20 3.2 Charity sports events ................................................................................................ 21 3.3 Target group ............................................................................................................... 21 3.4 Marketing .................................................................................................................... 26 3.4.1 Online marketing ........................................................................................... 27 3.4.2 Other marketing tools ................................................................................... 28 3.5 Volunteering ............................................................................................................... 30 3.6 Communication ......................................................................................................... 32 3.6.1 Internal ............................................................................................................ 32 3.6.2 External ........................................................................................................... 33 3.7 Event design ............................................................................................................... 33 3.8 Budgeting .................................................................................................................... 35 3.9 Legal issues ................................................................................................................. 36 3.10 Sponsors ..................................................................................................................... 37 4 Presentation of product ..................................................................................................... 40 4.1 Event set up ............................................................................................................... 40 4.2 Event duration ........................................................................................................... 41
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4.3 Event take down ........................................................................................................ 43 5 Analysis of the process and product ................................................................................ 44 5.1 Goals ........................................................................................................................... 44 5.2
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